Exhibitor Information & Application

Exhibit HallRULES & REGULATIONSTwo companies may not occupy the same booth without written permission of theUtah PTA President. No exceptions to this rule.Rules and RegulationsThese Rules and Regulations become a part of the contract betweenthe Exhibitors and Utah PTA. Utah PTA respectfully asks the fullcooperation of the exhibitors in this observance. All points not coveredare subject to the decision of Utah PTA or its Exhibit Coordinator.Selection of ExhibitorsUtah PTA reserves the right to decline or prohibit any Exhibitors.This reservation is all-inclusive as to persons, things, printed matter,products and conduct. To ensure this, we request that Exhibitorsprovide copies of printed material and a list of hand-out items besent with your application.LocationAll exhibits, workshops, and general sessions will be held at the UtahValley Convention Center (UVCC). The address is 220 W. CenterStreet, Provo, Utah 84601. Exhibit booths will be located on thefirst floor of the Utah Valley Convention Center in the Exhibit Hall.Installation and DismantlingInstallation will be on Wednesday, May 13 from 1:00 PM to 5:00PM. The exhibitor area will not be ready for installation beforethat time. Booths can also be set up on Thursday, May 14 from7:00 AM until 10:30 AM. The Exhibitor expressly agrees not todismantle the exhibit or to do any packing before the final closinghour of the exhibit on Friday, May 15 at 3:00 PM. All exhibits mustbe removed by 5:00 PM on Friday, May 15. The Exhibitor mustcarry their equipment in and out. Neither Utah PTA nor UVCCwill provide staff or volunteers to help with the exhibits.Space AssignmentsYou will receive your booth number at set-up on May 13, 2020.Booth InformationBooths are 10’ deep by 10’ wide and are pipe and draped. Boothspace includes one (1) 6’ table with skirting and two (2) chairs andwaste basket. Power outlets can be ordered through UVCC. All othermaterials (i.e., easels, microphones, TV, video player, refrigerator,extension cords, screens, etc.) and supplies will need to be furnishedby your organization.Name BadgesUtah PTA will provide up to six (6) printed name badges for thoseworking at your booth. Names must be submitted to Utah PTA byApril 20, 2020 for the name badges to be printed, otherwise youwill receive blank badges that may be handwritten by you.Booth Sale InformationIf you would like to sell items from your booth, you will need tobring your own credit card capturing device. Utah PTA WILLNOT be responsible for collecting payment and will not providecashiering services for selling of items.Door to Door SalesPTA and school district policies specify that school children not beinvolved in door-door sales. When speaking with our conventionattendees, we encourage you to promote your products or services inother ways.Listing in Convention ProgramA map of the Exhibit Hall with booth numbers will be in theLeadership Convention Program. Exhibitors whose application isreceived and accepted no later than March 23, 2020, will be listedalong with the organization name, address, phone number, emailand website that you provide on our application.Use of SpaceAll demonstrations, signs, promotional material, or other activitiesmust be confined to the limits of the exhibit booth. Distributionof circulars or promotional material may be made only withinthe booth assigned to the Exhibitor presenting such material.Non-exhibiting firms will not be permitted to canvas, solicit, holdconferences, or distribute literature or other promotional devicesduring the convention, unless they are an official LeadershipConvention Sponsor.Cancellation PolicyIf an Exhibitor finds it necessary to cancel its company’sparticipation at the Utah PTA Leadership Convention; a refundwill be made only if Utah PTA receives cancellation in writing nolater than April 20, 2020. In such an event, Utah PTA will refundto the Exhibitor the total amount, which the Exhibitor has paid todate, less the sum of fifty dollars ( 50), which Utah PTA shall retainas a cancellation charge. Any cancellations received after April 20,2020 will not receive a refund.

Restrictions in Operations of ExhibitsUtah PTA reserves the right to restrict at, its sole discretion, exhibitswhich, because of noise, method of operation, materials, or anyother reason, become objectionable. Utah PTA also reserves theright to prohibit or evict any part of or all of an exhibit which, inthe opinion of Utah PTA, may detract from the general character ofthe exhibition as a whole. This reservation includes persons, things,conduct, printed matter, or anything of a character which Utah PTAdetermines is objectionable to the exhibition. In the event of suchrestriction or eviction, Utah PTA is not liable for any refunds orrentals or other exhibit expenses.Drawings/RafflesDrawings are permitted subject to any applicable requirement oflocal law. Raffles and lotteries are not permitted.Membership, Lists, Fundraising, and ContractingUtah PTA does not provide membership lists to outsideorganizations. Exhibiting at or sponsoring of the Utah LeadershipConvention and programs is the only way to reach the statewidemembership. They are the most cost-effective ways to reach PTAseager for products, services, and information that will help themattain their objectives. Please remember that each PTA local unitPresident, as stipulated by PTA bylaws, must obtain voted approvalfrom their local membership before signing any contract bindingthat PTA unit. A local unit PTA President may only sign a contractbinding the PTA unit for the period of her/his term of office(typically one (1) year). PTAs also work with their local schoolboards and abides by district policies that are set for fundraising.Lobbying/EndorsementNo Exhibitor may request PTA delegates to lobby any governmentalagency or official. Participation in the Leadership Convention doesnot constitute endorsement of any product, service, or position byUtah PTA. No Exhibitor may use the PTA name or logo withoutprior written approval of Utah PTA. Utah PTA reserves the rightto reject any Exhibitor if, in its sole judgment, a proposed exhibit isnot in keeping with Utah PTAs charitable and educational purposes.CatastropheIn the event of war, fire, strike, government regulation, publiccatastrophe, act of God or a public enemy or other cause, theLeadership Convention or any part thereof is prevented frombeing held, or if the Leadership Convention is canceled by UtahPTA, Utah PTA shall determine and refund to the applicant itsproportionate share of the balance of the aggregate exhibit feesreceived which remains after deducting all convention-related fees,costs, and expenses, but in no case shall the amount of the refund tothe applicant exceed the amount of the booth rental fee paid.Liability and InsuranceNeither Utah PTA nor the Utah Valley Convention Center willbe responsible for the safety of the property of the Exhibitors fromtheft, damage by fire, accident or other causes. Exhibitors are advisedto consult their respective insurance brokers for proper coverage ofdisplay material from the time it leaves their company’s premisesuntil its return. In most cases, a rider can be added to current policyfor a nominal cost. As part of the application process, proof ofinsurance must be sent to Utah PTA along with the Application.Fire ProtectionFlammable or other dangerous or hazardous fluids, substances,materials, equipment or other items may not be used in any booth.Exhibitors must use flame-resistant decorative material.IndemnificationApplicant agrees to indemnify and hold Utah PTA, Utah ValleyConvention Center and their respective officers, employees andagents (each as “indemnified person”) harmless and blameless fromand against any and all claims of liability, fees (including legal fees),expenses, costs, damages, suits, or injury of any kind and natureor threat of the same, brought by any third party which may haveoriginated at or on, or resulted from, or which may otherwise beincurred by the Applicant’s presence, equipment, or other use ofthe premises and property, or enjoyment of the facilities of UtahValley Convention Center. Applicant agrees that each indemnifiedperson is now and hereafter relieved of any and all responsibilityand liability for any and all injury, loss or damage that theApplicant or its employees, agents and invitees or their property,may incur as a result of or during Applicant’s use of the premises,property, equipment and facilities of Utah Valley ConventionCenter. Therefore, Applicant on its own behalf and on behalf ofits members, employees, agents and invitees, hereby releases andindemnifies each indemnified person and against any and all costs,damages, fees, expenses or liability or any type or nature relatedto the same. The release and indemnification provisions in thisparagraph shall apply even in the event of an indemnified person’snegligence, but shall not apply in the event of an indemnifiedperson’s gross negligence.Applicant further covenants and agrees to indemnify and tofully pay and reimburse Utah Valley Convention Center and allcost of replacement of damaged Utah Valley Convention Centerproperty, and for the restoration and repair of the premises,damaged, destroyed, or otherwise defaced or injured by theApplicant’s use, including its members, employees, agents, andinvitees of the same.

Sponsorship & PartnerSponsor & PartnerBOOTH APPLICATION FORMPlease refer to the UVCC Services Information and Forms packet for informationnot included in this Application. UVCC’s form and payment must be submitteddirectly to UVCC.UVCC’s Packet is found at: www.utahpta.org/leadership-conventionTwo companies may not occupy the same booth. No exceptions to this rule.No materials will be accepted at the Utah Valley Convention Center.Utah PTA will accept no materials except for those which are to be distributed in the participant bags(see application for more information).All electricity needs to be arranged through Utah Valley Convention Center.Utah PTA will not take electrical orders.Payment of fees are due to Utah PTA by April 20, 2020.Your space at the Leadership Convention WILL be guaranteed when payment isreceived in full and you receive confirmation from Utah PTA.This form may also be filled out and paid for online e-fairBooth HoursWednesday, May 131:00 PM - 5:00 PMBooth Set UpThursday, May 147:00 AM - 10:30 AMBooth Set Up10:30 AM - 3:30 PMGeneral Exhibit HoursNo classes/meetings will be held during the following times - only the Exhibit Hall will be openFriday, May 1510:50 AM - 11:20 AM1:30 PM - 2:00 PMExhibit Hall OnlyExhibit Hall Only10:00 AM - 3:00 PMGeneral Exhibit HoursNo classes/meetings will be held during the following times - only the Exhibit Hall will be open10:30 AM - 11:00 AM1:00 PM - 1:30 PMExhibit Hall OnlyExhibit Hall Only3:00 PM - 5:00 PMBooth Dismantling

Sponsorship & Partner ApplicationFees:As a Sponsor or Partner with Utah PTA, your company is eligible for either one or two booth spaces, dependingon your level of donation, at no cost. These arrangements will be made by the Leadership ConventionExhibitor Coordinator.All other merchandise handling, shipping, electrical and miscellaneous costs/fees are set and collected by UVCC.If additional booth space is desired, costs are listed below and will be assessed by Utah PTA in addition to yourSponsor/Partner donation.Registration is collected by Utah PTA.Additional Booth Information: 600 per regular booth 700 per corner boothPlease be aware that payment for additional costs are due no later thanMonday, April 20, 2020Lunch Information:Concessions will be available on site through the Utah Valley Convention Center.Criteria for Application Acceptance:1. The Vendor is responsible for printing distribution of handouts for attendees.2. The Vendor agrees to pass out materials ONLY in the assigned booth.3. The programs and services provided by Vendor must be available statewide.4. The Vendor must stay during the scheduled times or designate someone to cover the booth during times exhibitsare open to attendees.5. The Vendor will provide own transportation, lodging, and meals.6. The Vendor will do own installation and dismantling.7. The Vendor will submit all handouts to be used at the Convention with their Booth Application for approval bythe Utah PTA.

Sponsorship & Partner ApplicationAnnual PTA Convention, May 14 -15, 2020Exhibitor Fair Booth ApplicationUtah Valley Convention CenterThis form may also be filled out and paid for online at fair.The following is the information that will be printed in the convention materials,please fill it in completely and print clearly.Name of Organization:Address:City, State, Zip:Phone: Website:Email:Representative’s Name:Telephone: Fax:Email address:Description of exhibits, programs, or services offered:**Enclose copies of printed material and a list of handout items that will be given at the Convention.Please identify electrical items you will be using at your booth (All items to be supplied by exhibitor): TV Convection Oven Computer Refrigerator OtherPlease refer to the UVCC Services Information and Forms packet for electricity orders. Utah PTA will not take electrical orders.Name Badge Requests: Badges are required for entrance into the exhibit hall.Utah PTA will provide up to six (6) name badges for those working at your booth. Names must be submitted toUtah PTA by April 20, 2020 for the name badges to be printed, otherwise you will receive blank badges that maybe handwritten by you. Please print clearly.Company:Names of Attendees:

Sponsorship & Partner ApplicationSponsor Level (select one): Platinum Sponsor 20,000 Breakfast Sponsorship 1,500 Diamond Sponsor 10,000 Lunch Sponsorship 2,500 Sapphire Sponsor 8,000 Bingo Card Sponsorship 1,000 Ruby Sponsor 5,000 Photo Booth Sponsorship 2,000 Gold Sponsor 3,500 Silver Sponsor 1,500 Bronze Sponsor 500FINAL COSTS:Number of booths x ( per booth) Total Cost:Total enclosed: Payment Information:Payment must be included to secure booth. Last day for application to be received is April 20, 2020. When youreceive confirmation from Utah PTA, your space is guaranteed.Please send check payable to Utah PTA along with this application to:Utah PTA Exhibit Hall5192 S. Greenpine Drive, Salt Lake City, UT 84123Phone: 801-261-3100 Fax: 801-261-3110Kids@UtahPTA.orgI have read the above criteria and agree to comply with the conditions stated:Signature of RepresentativePrinted Name of RepresentativeDate

Complimentary booth ü 1 ü 1 ü 1 ü 2 ü 2 ü 2 Inclusion on Bingo card ü 1 day ü 1 day ü 1 day ü 2 days ü 2 days ü 2 days Display of company literature or business cards at other Utah events ü ü ü Time given at General Member-ship Meeting at Convention ü 5 minutes ü 10 minu